Facilities & Admin Assistant

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Location: Cottage Farm, Mears Ashby Road, Sywell, Northamptonshire, NN6 0BJ

Department: Finance

General Summary

Igloo Books is seeking a highly organised and detail-oriented facilities & admin assistant. The facilities & admin assistant plays a dual role, responsible for the smooth operation of office facilities while providing high-level administrative support to senior executives. This individual will ensure that office environments are well-maintained and conducive to productivity, while also managing executive calendars, travel, meetings, and communications.

Key responsibilities

• Oversee daily office operations and facilities-related services.
• Coordinate with vendors for maintenance, cleaning, security, and office supplies.
• Manage building access and fire drills.
• Liaise with property management regarding office repairs or upgrades.
• Track and manage office inventory, equipment, and workspace allocation.
• Ensure meeting rooms and common areas are clean, functional, and well-stocked.
• Provide proactive administrative support to senior executives (MD, DMD &FD).
• Manage complex calendars, schedule meetings, and coordinate appointments.
• Arrange domestic and international travel, including flights, accommodation, and itineraries.
• Assist with confidential documentation, reports, and presentation preparation.
• Screen calls, emails, and correspondence on behalf of executives.

Qualifications and Experience

• Worked in a similar previous role in a fast paced business.
• 1+ years’ experience doing a similar role
• Experience working in a fast-paced corporate environment
• Works well under pressure and can work to tight deadlines while delivering accurate and useful information.

If you are interested in this role, please apply via our website. We look forward in hearing from you.

Note: This job description outlines the key responsibilities and expectations for the role, and is not exhaustive. Additional tasks may be assigned as required.

This document is non-contractual and is aimed to be a guide to the role, not the individual. It may be updated and amended over time in line with the evolving needs of the job and the business.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Book Publishing

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